Executive Assistant / Operations Coordinator (2650)

Skin & Aesthetic Centers; Birmingham (AL); Hybrid; USD 60,000 - 75,000; Full time

Job summary

Skin and Aesthetics Center is seeking an Executive Assistant / Operations Coordinator to support the CEO and CFO, manage calendars, correspondence, meeting prep, and serve as a liaison across HR, Finance, and Operations for provider recruiting and company initiatives.

This remote position emphasizes organization, discretion, and the ability to handle multiple moving parts, from board-level agendas to vendor renewals.

Qualifications

• Associate degree in Business Administration, Healthcare Administration, or related field.
• Minimum of three years as an executive assistant supporting senior leadership or in operations.
• Proficiency in Outlook, Word, Excel, PowerPoint, and Teams, including trackers in Excel.
• Strong written and verbal communication.
• Ability to handle confidential information with discretion.
• Reliable home office setup with high-speed internet for remote work.

Responsibilities

• Manage complex calendars for the CEO and CFO, across locations and time zones.
• Triage incoming requests, correspondence, and inquiries; prioritize, route, and close the loop for leadership.
• Prepare agendas, materials, and follow-up notes for leadership meetings and events.
• Track executive-level action items and ensure timely follow-through.
• Coordinate travel, itineraries, expense reports, and logistics for executive visits and meetings.
• Serve as a communication link between the CEO/CFO and HR, Finance, Operations on initiatives.
• Maintain the Operations project tracker, monitoring owners, deadlines, and status; report progress to leadership.
• Provide administrative and project support to Practice Managers, including scheduling and vendor coordination.
• Support readiness for new locations, provider additions, and transitions by tracking tasks and handoffs.
• Prepare and maintain operational reports, trackers, and presentations for leadership review.
• Keep shared files, templates, and SOPs organized and current.
• Coordinate interview scheduling and communication for provider candidates with Leadership and Talent Acquisition.
• Support onboarding logistics for new providers and managers with HR, IT, and Operations.
• Maintain archives of executive documents, templates, SOPs, and practice materials.
• Track key operational dates and notify departments ahead of deadlines.
• Deliver concierge-level experiences to internal and external contacts.
• Other duties as assigned to support clinical operations.

Skills

Calendar mgmt

Communication

Discretion

Remote work

MS Office

Organization

Education

Associate degree

Bachelor’s degree (preferred)

Tools

Microsoft Outlook

Excel

Word

PowerPoint

Teams

Job description

Job Details: Job Location: Work from home - Birmingham, AL 35203, Position Type: Full Time, Salary Range: $60,000.00 - $75,000.00 Salary/year, Travel Percentage: None, Job Shift: Day, Job Category: Admin - Clerical, At Skin and Aesthetics Center, our Executive Assistant / Operations Coordinator plays a key role in supporting executive leadership and ensuring smooth day-to-day operations across our growing network of dermatology practices in New Jersey, Illinois, Minnesota, and Pennsylvania. As part of a comprehensive healthcare management services organization, this role provides direct support to the Chief Executive Officer and Chief Financial Officer, managing their calendars, correspondence, meeting preparation, and follow-through, and serving as a communication link between leadership and HR, Finance, and Operations on provider recruiting and company initiatives.

Beyond executive support, the role extends into Operations by maintaining project and timeline tracking for the Operations team and Practice Managers, organizing the company’s operational reference materials, and keeping key renewal dates visible to the appropriate owners. The Executive Assistant / Operations Coordinator also provides administrative support to practice leadership when additional operational assistance is needed. The ideal candidate is organized, discreet, and comfortable managing many moving parts at once, and is equally confident preparing a board-level agenda or ensuring a vendor renewal is completed on time.

Minimum Qualifications:

• Associate degree in Business Administration, Healthcare Administration, or a related field
• Minimum of three years of experience as an executive assistant supporting senior leadership, or in operations or project coordination
• Proficiency in Microsoft Outlook, Word, Excel, PowerPoint, and Teams, including building and maintaining trackers in Excel
• Strong written and verbal communication skills
• Ability to handle confidential business, financial, and personnel information with discretion
• Reliable home office setup with high-speed internet for remote work

Preferred Qualifications:

• Bachelor’s degree in Business Administration, Healthcare Administration, or a related field
• Experience supporting a CEO, CFO, or other C-level executive
• Experience in a multi-site medical practice, healthcare management organization, or dermatology setting
• Experience coordinating provider recruiting, credentialing, or onboarding
• Experience with HRIS or payroll platforms; Paycom experience a plus
• Familiarity with EHR and practice management systems; EMA/ModMed experience a plus

Responsibilities:

• Manage complex calendars for the CEO and CFO, including scheduling across multiple locations and time zones
• Triage incoming requests, correspondence, and inquiries; prioritize, route, and close the loop on behalf of leadership
• Prepare agendas, materials, and follow-up notes for leadership meetings, manager calls, and company events
• Track executive-level action items and ensure timely follow-through
• Coordinate travel, itineraries, expense reports, and logistics for executive site visits and meetings
• Serve as a communication link between the CEO/CFO and HR, Finance, Operations, and other departments on company initiatives
• Maintain the Operations project tracker, monitoring initiative owners, deadlines, and status updates; follow up with stakeholders and report progress to leadership
• Provide administrative and project support to Practice Managers, including scheduling, document preparation, vendor coordination, and follow-through on open items
• Support operational readiness for new locations, provider additions, and practice transitions by tracking tasks and cross-department handoffs
• Prepare and maintain operational reports, trackers, and presentations for leadership review
• Keep shared files, templates, and standard operating procedures organized and current
• Coordinate interview scheduling and communication for provider candidates in partnership with Leadership and Talent Acquisition
• Support onboarding logistics for new providers and managers by coordinating equipment, system access, and first-day readiness in partnership with HR, IT, and Operations
• Maintain organized archives of executive documents, operational templates, SOPs, and practice-level reference material
• Track key operational dates (lease renewals, vendor contract dates, licenses) and notify the responsible department ahead of deadlines
• Deliver a concierge-level experience to internal and external contacts
• Other duties as assigned to support clinical operations and consistent with the responsibilities of the role.

Travel Requirements:

• This is a remote position. Occasional travel to practice locations or company meetings may be requested.

Locations Required :

• Remote

Key Skills:

• Executive calendar, inbox, and meeting management
• Project and timeline tracking across multiple practices and stakeholders
• Anticipates what leadership and the practices need next and gets ahead of it
• Records and document management, including renewal and expiration tracking
• Strong organization, prioritization, and attention to detail
• Clear, professional written and verbal communication
• Discretion with confidential business and personnel information
• Proficiency in Microsoft Office, particularly Outlook and Excel
• Ability to work independently in a remote environment and adapt to shifting priorities